Do you actually need a recruitment consultancy?

We’ve been speaking to many clients recently, and a common question asked by small and medium sized organisations is not “which recruiter should we use?”, but “do we need one at all?”

That is a sensible question. In smaller organisations, capacity can be tight, budgets are often scrutinised, and leadership teams may be hesitant to justify bringing in external help.

There isn’t a simple answer either. The truth is that sometimes using a recruitment consultancy will be the right option, and other times it won’t.

Why this question matters more than it used to

Across the non-profit sector, hiring has changed. Teams are leaner - managers are more likely to be asked to pick up recruitment alongside their day job, and the stakes feel higher because the margin for error is smaller.

When people hesitate about using a recruitment consultancy, cost is a factor, but it’s rarely about that alone. It’s equally about

• Capacity: “Do we actually have time to manage this ourselves?”
• Risk: “What happens if we get the hire wrong?”
• Timing: “Is now the right moment for external support?”
• Perception: “What does using a consultancy say about us externally?”

While these are valid questions, they are all answerable – as long as you are clear on what problem you’re actually trying to fix.

The situations where you probably don’t need a recruitment consultancy

There are plenty of cases where external support adds very little value. Being honest about these builds trust with your team and your board.

1. You already have strong candidates for the role 
 If you have a strong internal candidate, a well‑qualified volunteer, or a clear succession plan, an external recruiter won’t always improve the outcome. In fact, engaging a recruitment consultancy in these circumstances can be unfair to external candidates, who may be unintentionally treated as comparators rather than genuine contenders for the role, and could also risk undermining perceptions of fairness, transparency and trust in your brand.

2. You have internal capacity but need structure
 If the real issue is “we’re a bit rusty” rather than “we’re overwhelmed”, some refresher training might suffice. While a conversation with experienced recruiters (or managers with larger teams) in your network may help, it’s unlikely that a full campaign will be the right answer.

3. You’re not ready to hire
 This is more common than people think. If the role isn’t fully agreed, the budget isn’t secure, or the brief will likely change, an external search adds pressure before you’re ready. An interim could be an option here, but equally a pause to wait until these points are resolved will lead to a better hire in the longer term.

The situations where a recruitment consultancy genuinely helps

The value isn’t in just filling the job - it’s in navigating complexity you don’t want to (or can’t) absorb into your already busy week.

1. When time is your biggest constraint
 A proper search, shortlisting, briefing, screening, and co-ordinating interviews can quickly become a second job. In fact, on average, a HR Manager can spend up to 40 hours per hire during a single recruitment process. If that creates risk elsewhere in the organisation, external support is often the safer trade‑off.

2. When the role is more niche, senior, or strategically sensitive
 Posts that shape culture, drive income, manage finances, shape governance, or long-term delivery require careful assessment, consistent market messaging, and specialist judgement. It’s difficult to be an expert in every role required for your organisation, nor should it be expected from your hiring team. Recruitment consultancies often have the luxury of dedicated teams that specialise in specific areas, making it much easier to find expert support for a role you may not be as confident hiring for directly.

3. When you need candidates who aren’t actively looking
 Some of the strongest candidates won’t come through adverts alone - not because the role isn’t attractive, but because the people you want are already in good jobs, short on time, and not actively scanning job boards. These candidates are open to a move, but only if the right opportunity finds them.

That’s where an external recruiter adds real value: by approaching potential candidates directly, consistently, and credibly; by taking a clear brief on their motivations and requirements; and by doing the targeted, relationship‑led work that passive jobseekers simply don’t have the capacity to do themselves. In practice, many of the best hires only surface when someone is proactively representing your opportunity to them.

4. When internal perspectives are too close to the issue
 Boards and senior teams sometimes want an external view to clarify their own judgement. A recruitment consultancy can help test assumptions, assess risk, and challenge groupthink constructively. Using an external recruiter can help ensure your hiring process is inclusive and equitable.

How to tell the difference

A simple way to assess whether you need external recruitment support is to ask:

“Do we have the time, confidence, and capacity to run a fair and thorough process attracting a diverse range of job seekers, without compromising anything else important?”

If the honest answer is yes, you could potentially run things in‑house.

If the answer is “not really”, “not this time”, or “we’re not sure”, that’s usually the point to begin a conversation about whether external support might be right for you.

At this point it is also useful to remember that most recruitment consultancies offer a contingency service (you do not pay a fee until you appoint), this means that you can take advantage of everything they offer and only pay on successful appointment when you have the best candidate.

What this decision should feel like

Using a recruitment consultancy shouldn’t feel like handing over control, just as doing it yourself shouldn’t feel like a test of resilience.

The right approach is the one that:

• Keeps risk proportionate
• Makes good use of your limited time
• Protects your organisation’s reputation
• Leads to a fair, confident, defensible appointment

Sometimes that will be achieved with external help – sometimes it won’t.

In conclusion

What’s key here is that you make a thoughtful decision based on capacity, risk, and the complexity of the role.

If at any point you feel unsure, a short, honest conversation with a recruiter should help you work out the right route. At TPP, we’re happy to offer free, objective advice to help make the right decision for you. Get in touch by calling 020 7198 6000 or email info@tpp.co.uk.